Administrative Assistant for Theatre Communication and History

Job Summary

Under the supervision of the Chair of the Department of Theatre and Communication, the administrative assistant performs duties related to service of faculty, staff, students and the general public by carrying out functions of the Department of Theatre and Communication as well as the History Department as assigned by the Chair of the Department of Theatre and Communication and Chair of the Department of History.

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. The duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties.

Specific duties are as follows:

• Assist the university in implementing the Statement of Purpose.
• Assist the university in implementing the long-range institutional and financial plans.
• Collect and review for accuracy syllabi for courses offered in the Departments of Theatre & Communication and History.
• Assist faculty and administrators from Theatre & Communication and History as needed
• Coordinate and manage reimbursement processing for the Carey Center
• Supervise opening and closing of the Donnell Museum and Research Collection as part of the activities of the Carey Center
• Coordinate and manage History Department Colloquia
• Assist instructors with technical equipment in classrooms, overseeing classroom scheduling and technical maintenance.
• Manage Regions purchasing card software including uploading receipts for purchases.
• Assist with departments’ social media accounts.
• Photograph and/or maintain photographs of theatre productions and department events for archival purposes, public relations, and student usage. 
• Aid in the design of programs, postcards, posters, recruitment, and other printed materials for the history department and theatre and communication department.
• Manages office duties for eight full time and numerous adjunct faculty - including computer, messages, trouble shooting, computer and facility maintenance reports, postal mail sending and receiving.
• Manages theatre box office during shows and arranges ushers and box office workers.
• Helps with the design of tickets, seating charts and print materials.
• Maintains recruiting materials for department use.
• Arranges travel and logistical planning for departmental trips. (SETC, ACTF, MTA, etc.)
• Coordinate and manage academic schedules in the Departments of Theatre & Communication and History, including the entry of schedules into SIS, designation of faculty to teach each class, provision for details of class offerings and classroom assignments.
• Develops and maintains departmental calendars.
• Writes press releases for department events.
• Help organize events (Christmas party/Awards Dinner) for undergraduates.
• Serves as office manager for Carey Dinner Theatre May to July.
• May serves as a driver and chaperon for departmental trips.
• Participate in the annual evaluation of the effectiveness of the Departments of Theatre & Communication and History.
• Order office supplies for Theatre & Communication and History Departments.
• Assist in duties and special projects as assigned by the department administrator and department needs.

Required Qualifications

• High school diploma
• Ability to use common office productivity software, including Microsoft office suite (Word, Excel, and Outlook).
• Ability to learn WCU’s student database software and classroom technology.
• Ability to solve practical problems and deal with a variety of situations and people
• Ability to respect and adhere to the strict confidentiality requirements of student and faculty records and engagement
• Editorial skills, interpersonal skills, command of standard written and spoken English, data entry skills, knowledge of and/or ability to learn Student Information System, Word, Adobe Acrobat and EXCEL
• Must possess a valid U.S. driver’s license and clear driving record
• Able to travel to local, regional, and national locations.
• Must be able to perform duties in an on-campus setting

Preferred Qualifications

• Bachelor’s degree or 2 or more years clerical/office/administrative background
• Experience in academic setting 
• Ability to create a welcoming and helpful environment for the students, staff, and faculty.

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment including a computer 
• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone
• Must have the ability to sit or stand for extended periods of time
• Must have strength and agility to move files, paper boxes, and minor office equipment
• Must be able to drive both in and out of state and have the mobility to travel.
• Must be able to perform duties in an on-campus setting